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      How to Add and Manage Telehealth Appointments

      This guide will walk you through adding telehealth services, scheduling telehealth appointments, and editing details as needed.

       

      Important ❗ - It's important to confirm that the video conferencing tool being used is secure and HIPAA-compliant to protect patient privacy and maintain compliance. If there’s any uncertainty, reaching out directly to the tool’s support team is recommended for clarification.

      Jump to a section

      Adding a new telehealth service

      Scheduling a telehealth appointment

      Updating telehealth details

      Loom video

      Adding a new telehealth service

      Click on this link to log into your Moxie Suite account. 

      1. In the Global Navigation menu, click on Services & Products and then select Service Menu.

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      2. Once on the Service Menu page, click on the + Add Service Menu Item button.

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      3. Enter all the details for your new telehealth service, just like you would for an in-person service.

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      Tip 💡- If you’re new to creating service menu items or simply need a refresher check out the guide here.



      4. In the Appointment Format section, choose Telehealth. By default, appointments are set to In-Person.

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      Important ❗- This choice cannot be changed later. If you want to offer an existing in-person service as telehealth, you'll need to recreate it.


      5. If rooms were added under resource management, choose No room used for telehealth services.

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      6. Click Add in the top-right corner to save your new telehealth service.

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      Scheduling a telehealth appointment

      1. On your schedule, click the button in the top-right corner > Client appointment

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      Tip 💡 - You can also click directly on the calendar to add a new appointment.


      2. Add Appointment Details which include:

      • the client’s name.

      • Under Service(s), search for the telehealth service. Telehealth services are marked with a camera icon.

      • Select provider

      • Add date and time

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      3. After selecting the provider and time, click + Add telehealth details.

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      4. Choose Meeting Type: Select either Video call or Phone call.
      For video calls, add the video meeting link. Make sure the link is valid (e.g., a URL like https://). Details will be emailed to the client one hour before the appointment and will appear in their client portal.

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      Important ❗- Always use a secure HIPAA-compliant interface to contact patients (for example, Zoom for Healthcare, Google Meet).

       

      5. Confirm the telehealth appointment on your schedule. If the camera icon is filled in, telehealth details were added.

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      Note ✏️ - For appointments shorter than 30 minutes, you’ll need to click on the appointment to verify the details.


      6. At the time of the appointment, click Start Telehealth Appointment Now on the appointment details page. This will open the video conferencing tool.

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      Updating telehealth details

      If telehealth details were not added during booking you can add them at any point at least 1 hour ahead of the appointment time. This is because details will be emailed to the client one hour before the appointment and will appear in their client portal. 


      1. Find the appointment on your schedule. If the camera icon is empty, telehealth details haven’t been added. Click on the appointment to continue.

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      2. On the appointment page, click Add Telehealth Details, choose the meeting type, and fill in the required information. Click Save Changes.

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      To edit or remove telehealth follow these steps:

      Edit:
      On the appointment page, click the ellipsis (...) in the top-right corner and choose Edit Telehealth Details. Update as needed and save changes.

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      Remove:
      To remove details, click the ellipsis (...) and choose Remove Telehealth Details. Confirm the removal.

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      Important ❗- Removing telehealth details is not reversible. However, you can always add new details. 

      Watch this Video for a telehealth overview